Sponsored Projects Subaward Coordinator

2 weeks ago

San Jose, California, United States San Jose State University Research Foundation Full time

OUR MISSION


The San Jose State University Research Foundation (SJSURF) is dedicated to fostering a workplace where individuals can express their authentic selves and have the opportunity to contribute, grow, and advance in their careers.

We prioritize Diversity, Equity, and Inclusion (DEI) as fundamental values of our organization. Our goal is to attract, retain, and nurture a workforce that mirrors the community and society in which we operate.

The Research Foundation is committed to cultivating an environment where all voices are heard, and diverse backgrounds and perspectives are valued.


POSITION OVERVIEW


The SJSURF Office of Sponsored Programs (OSP) collaborates with the SJSU Office of Research to support faculty in securing external funding for sponsored research, service initiatives, and other discretionary projects.

With a strong commitment to delivering exemplary services, OSP acts as the central hub for all grants and contracts, partnering with principal investigators (PIs) to ensure adherence to federal, state, and institutional regulations.


As a key member of the OSP leadership team, this role will engage directly with faculty in the formulation and development of grant proposals and in the negotiation of grant and contract awards for research, training, and other initiatives at San Jose State University (SJSU).

The subaward coordinator employs specialized expertise to exercise discretion and independent judgment in managing the acceptance of sponsored project agreements at SJSURF, overseeing a diverse and intricate portfolio of federal and non-federal sponsored projects.

This position is accountable for reviewing, negotiating, and accepting agreements that govern sponsored projects at SJSURF, ensuring that the terms and conditions can be fulfilled by SJSURF.

The incumbent will also be responsible for drafting, issuing, and executing subaward agreements related to SJSURF's sponsored projects, as well as accurately documenting nonstandard terms, award management requirements, and funding attributes that enable OSP to effectively manage and account for the project.

The incumbent will supervise the subaward specialist.

ESSENTIAL DUTIES & RESPONSIBILITIES

Function - Supervision and Leadership

Provides strategic oversight and daily management of all operations related to incoming and outgoing subawards as part of SJSURF's grant and contract research portfolio.

This role is responsible for subrecipient monitoring, research agreement negotiation, and all matters arising throughout the lifecycle of a subaward.

Ensures effective and efficient workflow, process management, and compliance with SJSURF, SJSU, sponsor, federal, state, and other applicable policies and standards.

This includes the development and implementation of sponsored project policies, workflow and process reviews, and providing guidance on general SJSURF fiscal and administrative policies.

Oversees and ensures timely submission of FFATA reporting.
Oversees and ensures collection of subrecipient Single Audit documentation.

Oversees the performance of Risk Analysis and reviews subrecipient commitment documentation to safeguard SJSURF from potential issues and risks.

Provides subject matter expertise and consultation to SJSU employees and researchers.

This position offers policy interpretation and implementation guidance to faculty, researchers, staff, and others in all campus units and colleges handling sponsored projects to ensure subaward management complies with SJSU, sponsor, state, federal, and other legal and compliance requirements.

Trains and mentors the subaward team. Performs all supervisory functions, including approval of leave and timesheets and conducting performance evaluations. Advises on hiring, performance, or other sensitive employment matters for supervised staff.
Monitors the workload of supervised staff and reallocates tasks as necessary to meet deadlines and compliance requirements.
Reviews the work of the subaward team and signs management letters, subaward agreements, and other legal documents.
Advises SJSURF post-award staff on subaward management and compliance requirements based on the review and interpretation of sponsored agreement terms. As needed, approves and submits appropriate reports and other compliance documents for specified awards to fulfill sponsor obligations.

Makes final determinations on complex subaward situations, including the interpretation and implementation of SJSURF administrative and fiscal policies and procedures, negotiated agreement terms and conditions, and policy documents for federal, state, and private agencies.

Function - Subawards and Contracts
Liaises with the contracts manager as needed to determine the best approach for less complex contracts.
Prepares presentation materials and assists with faculty training events related to the subaward and negotiation process.
Prepares subaward documentation, utilizing the appropriate agreement mechanisms and terms and conditions. This position is responsible for subrecipient prequalification, confirming fund reservation, subaward issuance, funds release, and monitoring. The subaward coordinator possesses knowledge of award management guidance for various prime sponsors (federal and nonfederal).

Reviews subrecipient statements of work, budgets, budget justifications, indirect cost rates, fringe benefit rates, certifications and representations, conflicts of interest policy implications, human and animal subjects, and other compliance considerations.

Negotiates or assists in the negotiation of agreements with other higher education institutions, non-profit organizations, and occasionally, industry sponsors, drafting technical contract language covering issues such as intellectual property rights, cost-sharing, fiscal and procedural constraints, and other similar matters.

Negotiates subaward terms and conditions with subrecipient institutions, consulting with pre-award specialists, post-award analysts, contract managers, and faculty members as needed.

Ensures consistency with prime award terms and conditions and government-wide regulations.
Assists with annual Single Audit as needed.
Documents the status of agreement issuance in the appropriate systems of record and tracking systems.

Monitors processes and procedures throughout the agreement lifecycle to ensure ongoing programmatic accuracy and compliance with various regulatory requirements and OGC policies and procedures.

Performs subrecipient monitoring functions, supports FFATA reporting, assists with audit reporting requirements, and provides backup to coordinate with the grants accounting unit on closeout.

Manages the coordination and workflow for larger network grant subawards (incoming and outgoing).
Anticipates and responds to customer needs; follows up until needs are met.
Performs other job-related duties as assigned.

INTERPERSONAL CONTACTS
Directly reports to the director, OSP.

Develops and maintains effective working relationships with internal staff and departments, principal investigators, SJSU VP for Research and Innovation, AVP for Research, college deans, departmental chairs, and sponsor agencies on a regular basis.


SUPERVISORY RESPONSIBILITIES
This individual will have supervisory responsibilities over the subaward specialist role.

QUALIFICATIONS
Minimum Qualifications
Bachelor's degree required.
A minimum of two to three years of progressively responsible experience in research administration is required.
Experience in electronic research administration is preferred.
Knowledge of 2-CFR-200 (OMB Uniform Guidance) and FAR regulations is preferred.
Previous supervisory experience preferred.

Additional Requirements

If the incumbent is a remote hire, travel to SJSURF will be required no more than quarterly, no less than annually.

Understanding of appropriate flow-down of award terms and conditions to subrecipient sites, including changes to agreement format and terms pursuant to the adoption of Uniform Guidance.

Strong verbal and written communication skills, organizational and time management skills with a focus on multitasking, prioritization, and adaptability.
Thorough knowledge of current computer and office automation equipment and software required. Must be proficient in the use of MS Office (Word, Excel, Access), Gmail, Windows, or other applicable software packages.
Knowledge and understanding of pre-award requirements, government relations, and principles applicable to contracts and grants.
Demonstrated ability to cultivate and maintain positive working relationships with colleagues, faculty, and representatives of various organizations and agencies.
Ability to prioritize tasks, work independently, maintain confidentiality, and take initiative to enhance current operations.
Ability to thrive in a fast-paced environment, managing multiple deadlines and tasks with diplomacy under pressure.
Excellent judgment and independent creative problem-solving skills.
Accuracy in the development of complex multiyear budgets.

Complexity of Duties

Works on a variety of problems of complex scope where analysis of data or solutions requires an evaluation of intangible, variance factors.

Exercises independent judgment in developing methods and evaluating criteria for achieved results.
Must be able to act on critical issues independently.

Erroneous decisions or recommendations, or failure to achieve results could lead to additional costs and personnel issues, as well as significant delays in overall schedules.

Physical Requirements
Must be able to operate a PC including mouse and keyboard.
Must be able to operate a ten-key adding machine.
Must be able to operate general office equipment.
Must be able to sit for extended periods.
Visual acuity associated with concentrated computer use.

NOTE:

This position description aims to describe the general nature and level of work performed by individuals assigned to this role.

It is not intended to encompass all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.

BENEFITS
The SJSURF offers an excellent benefits package to eligible employees.

The comprehensive benefits package includes:
Four health insurance plans to choose from (employee contributions vary according to plan and coverage level).
Employer-paid dental and vision for both employee and eligible dependents.
Life, AD&D, LTD with supplemental coverage options.
14 paid federal & state holidays.
Retirement Plan: 403 (b) employee contribution plan component and a 403 (b) employer contribution component, which vests immediately.
Vacation-hour accruals and separate sick-hour accumulations.
Employee discounts.
Paid training and professional development conferences.

Please visit the Benefits & Compensation page on the SJSURF website for more detailed information.

APPLICATION PROCEDURE
To apply for this position, an applicant must submit a formal application for employment. Select "Apply Now" to complete the SJSURF online employment application.

REASONABLE ACCOMMODATION


The SJSURF is committed to providing access, equal opportunity, and reasonable accommodation for individuals with physical or mental disabilities in the employment, recruitment, examination, interviewing, and hiring processes.

If you are a job seeker with a physical or mental disability and require a reasonable accommodation to search, apply, or interview for a job opening or otherwise need assistance during the application and hiring process, please contact us. In your message, please indicate your full name, phone number, and the type of assistance required.

You must not disclose the underlying medical reason for your needed reasonable accommodation or otherwise share confidential medical information.
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